Performance Management Training: Year-End Review October 2016

Table of contents Overview of Year-End Performance Review process Start the Year-End Performance review Complete Year-End Performance review in Career Zone Analytics data to monitor the Year-End review progress This document will help you Provide information and tools on Year-End Review to be able to support your client groups | updated 12/10/2016

Overview of YE review step Year-End review step - a structured approach to assess results and review leadership skills Annual Performance Review process Overview of most important steps of Year-End Performance review Send to employee the Performance review form (Performance review form has to be at Year End step) Complete outcomes on objectives Self - assess leadership skills Review outcomes on objectives Review demonstrated leadership skills Meet employee to discuss performance results and enter ratings 3 Leader Employee Leader Performance review process (in Career Zone system) is followed by Compensation review process (in the Compensation support system) | updated 12/10/2016

Overview of YE review step Year-End review step - a structured approach to assess results and review leadership skills Annual Performance Review process Overview of most important steps of Year- End Performance review Calibrate employee performance vs peers performance Align ratings to changes from calibration round tables Sign the Performance review form by sending it to leader Sign the form by sending it to the Completed step to close the process 4 5 6 7 8 Leader Employee Leader Team Leaders Performance review process (in Career Zone system) is followed by Compensation review process (in the Compensation support system) | updated 12/10/2016

Start the YE review Get informed at the beginning of the process and take advantage of all existing functionalities Type of support Type of information Video Quick overview of YE process at Bell Bellnet Best practices on Performance management Step by step Quick overview of the YE process steps Reference guide Details on process steps with screen copies Use the Performance Review tile weblinks (1) to access the support information | updated 12/10/2016

Use Home menu or To do list to access Performance review forms Start the YE review Use Home menu or To do list to access Performance review forms Objective module is synchronised with Performance module | updated 12/10/2016

Start the YE review Initiate Year-End Performance review early (November 1st) to meet process completion deadlines Leader Validate Performance review forms are at Year-End review step and if not send them to that step Leader 2. Send the Performance review form to employee Make sure your deadlines are aligned with Calibration round tables deadlines (if any) | updated 12/10/2016

Year-End review – Get ready for discussion Employee review Year-End review – Get ready for discussion Objective results Update the objective’s status Enter the outcomes /achievements for each objective Enter general comments for all objectives in the comment box Leadership success profile Review the behaviours described in the Success profile section Self-assess each competency based on demonstrated behaviors Use the comment box to add specific examples on demonstrated behaviors in support of self- assessment Supporting pod Provide additional information on Year End results by attaching documents in the Supporting information pod Having completed these steps, send the Performance review form to the leader for discussion of Year-End results | updated 12/10/2016

Update objective status and enter results Employee review Update objective status and enter results Click on titles displayed in the Route map to go directly to a specific content | updated 12/10/2016

Review expected behaviours and rate leadership skills Employee review Review expected behaviours and rate leadership skills Use Success profile information to identify development areas for current or future roles | updated 12/10/2016

Attach documents supporting the review Employee review Attach documents supporting the review Performance review form can now be sent to the leader | updated 12/10/2016

Send your Performance review form back to leader Employee review Send your Performance review form back to leader Year-End results can now be reviewed by leader | updated 12/10/2016

4 main steps for a successful Year-End review Leader review 4 main steps for a successful Year-End review Collect feedback Ask for feedback from employee internal and external network Get previous leader comments (if employee transferred after mid-year) Year-End review discussion Discuss peer feedback Deliver your feedback on employee`s performance Calibration Provide input on top 3 employee`s strengths and achievements Assessment Inform employee about his Overall Performance rating and get his signature To increase the value of performance review, discuss employee’s future career capabilities and career growth | updated 12/10/2016

Leader review 2 functionalities to gather feedback: Ask for feedback and Previous leader comments Function Previous leader comments Ask for feedback What Feedback When Year-End review step Any step of the review Who Previous leader Any person from employee`s internal and external network How to send the request Send PM form to previous leader Initiate email from team overview section How the feedback is provided Complete Performance review form (3 comment boxes for Objective results, Success profile and Overall Performance ) Reply to the email asking for feedback | updated 12/10/2016

Leader review Leader has the option to gather feedback on employee’s performance Use the following guidelines for getting feedback Who to Ask for Feedback Employees with clear knowledge of employee`s work Team members Colleagues outside the team who have worked with an employee on a specific project Internal Clients What to Ask Focus on how the employee contributed to a specific outcome Ask how the employee can improve in the future Ask for more information if the feedback surprises you Be selective to ensure quality Avoid asking questions about the employee’s personality Source: CEB | updated 12/10/2016

Get ready for Year-End review discussion Leader review Get ready for Year-End review discussion Objective results Review the objective’s status and employee`s achievements Review employee`s general comments on objectives Review previous leader comments ( if any) Leadership success profile Review the behaviours described in the Success profile section and employee self-assessment for each competency Review employee`s general comments on demonstrated behaviors Review previous leader comments (if any) Supporting pod Review additional information in the Supporting information pod Documents attached by employee Feedback received from employee`s network Year- End results can now be discussed with employee | updated 12/10/2016

Best practice 10 best practices for a successful discussion around employee performance Provide fair and factual feedback Emphasize employee strengths Provide feedback on both past accomplishments and needed capabilities for the future Encourage networking/collaboration Clarify opportunities for broader impact not just individual tasks and responsibilities Ensure development plans include necessary support and resources Ensure feedback effectiveness Recognize contribution Enable future performance Help navigate complex organizations Boost employee contribution Demonstrate organizational commitment to employee development Source: CEB | updated 12/10/2016

Best practice How to Deliver Feedback - Fair and accurate feedback ensures effectiveness Focus on actions or behaviours under employee control Refer to specific actions that employee took and their result or impact Refer to employee behaviour you noticed or you confirmed with feedback you received Phrase your feedback as an opportunity for performance Verify the employee understands the feedback Prioritize delivering feedback tied to outcomes, rather than just general feedback about an employee’s personality Source: CEB | updated 12/10/2016

Best practice Set the stage for a constructive conversation: Have a discussion oriented on employee strengths Schedule sufficient time in a private setting without interruptions Prepare the conversation to ensure a meaningful and professional discussion Provide employee with the performance review documentation you used Begin with strengths and then discuss development areas Focus development areas on employee behaviours not personality traits Provide suggestions for Performance improvement Use clear and simple words during the discussion Solicit the employee’s questions or comments End on a positive note and discuss next steps Source: CEB | updated 12/10/2016

Best practice Set the stage for a constructive conversation: Provide feedback on future capability needs Capabilities Ask the employee about skills she or he wants to learn or develop in the future Discuss how the employee’s strengths can contribute to the organization`s vision and future goals Discuss the outcomes if the employee changes a past negative behaviour or undeveloped skill Network Discuss the employee’s current collaboration networks and how it can contribute to a higher level of future performance Source: CEB | updated 12/10/2016

Best practice Increase the value of performance review: Have a development oriented discussion Development oriented Performance reviews Employee Leader Have I acquired all the skills to perform in my current role Is the employee still growing in his or her current role? What do I enjoy the most in my current role? What are my strengths? What excites and motivates employee the most in the current role? If the employee wants the remain in his role, it’s fine, together you will make sure he continue growing/developing within is current role Do I want to experience another business unit or function within the organization? What are next steps in this employee’s career? Has the employee expressed interest in moving within the organization? Is the employee ready for a promotion? Would the employee benefit from an horizontal move within the organization? What areas I want to develop in the future? What limitations might the employee encounter in his or her future career growth? Does the employee need a certain set of skills before advancing in his or her career? For more details please visit Bellnet HR section: Career and Learning Source: CEB | updated 12/10/2016

Get ready for Calibration (if any) Leader review Get ready for Calibration (if any) Objective results Rate each objective Enter general comments for objectives Leadership success profile Rate each competency Enter comments to add specific examples on demonstrated behaviors that support your assessment Overall Performance Review general comments on overall performance from previous leader (if any) Complete the overall rating on objectives Use the decision table to identify the overall rating on success profile Refer to 9 box grid to complete the overall rating on performance Enter general comments to summarize top 3 employee strengths and achievements Performance review form can now be sent to next step for Calibration round table discussion | updated 12/10/2016

Prepare a summary of employee achievements for Calibration sessions Leader review Prepare a summary of employee achievements for Calibration sessions “High Level summary” of the employee’s role including the client, product & projects they supported in the year (max 3-4 bullets) Top 2-3 strengths of the employee and examples of how they have / have not been demonstrated over the last 12 months, based on the Bell Leadership Success Profile. Top 2-3 accomplishment of the employee. Ask yourself, "What's taken this employee above and beyond this year?“ Source: CEB | updated 12/10/2016

Review achievements and rate objectives Leader review Review achievements and rate objectives | updated 12/10/2016

Leader review Review success profile employee’ self assessment and enter leadership skills rating Click on question mark to get guidelines on how to rate leadership skills | updated 12/10/2016

Review individual ratings and enter overall ratings Leader review Review individual ratings and enter overall ratings Use Manager instructions section for guidelines on how to rate overall performance | updated 12/10/2016

Review ratings alignment after round table Calibration Leader review Use overall rating on results and leadership to rate the overall performance Review ratings alignment after round table Calibration | updated 12/10/2016

Leader review See at a glance the review status of all direct reports using Team overview | updated 12/10/2016

Leader review Stack ranker allows you to rate leadership skills of the entire team without having to go in each employee`s form | updated 12/10/2016

Leader review Send the Performance review form to employee to inform him about performance ratings and for his signature | updated 12/10/2016

Analytics Leader can use Analytics module to follow up the progress of reviews for all level of reports Details on how to use Dashboards are available in the Help and tutorials section of Analytics module | updated 12/10/2016